Unified Meeting 5 Daisy Audio and Web Conferencing User Guide Real-time communication connecting customers, colleagues and suppliers
What is Unified Meeting 5 Enhance your communication and make meetings easier to manage with Daisy Audio and Web Conferencing, facilitated via our web-based collaboration tool, Unified Meeting 5. Whether collaborating online or using audio to meet, Unified Meeting 5 improves your conferencing experience with powerful features available at the click of a button. Please note: Conference participants are not required to download Unified Meeting 5 to join a meeting.
Getting Started Before proceeding with the following steps, please ensure you have administrator rights to your device to perform the download and installation. Download and Installation During the installation, you will need to enter the login details and password issued within your welcome email, so keep this information to hand. 1) Click the link in your welcome email to load the Unified Meeting 5 application 2) Enter your login details and password 5) Select how you wish to join the audio portion of the meeting from the options below: a) Call me choose your country and enter a telephone number for the system to dial out to you b) I will call using the list of access numbers pick the appropriate number for your locality and dial in using any touchtone device c) I m already on if you are already connected to the audio portion of the meeting or wish to hold a web-only meeting d) Computer audio join using VoIP softphone Please note: See additional instructions for computer audio. 3) Click START MEETING 4) Enter your details in MY INFORMATION
6) Click START MEETING to join a meeting as the moderator, running the browser-only version of Unified Meeting 5 7) A pop-up window will appear in the bottom right-hand corner of your screen (if you do not see this, please click the Information Tab (i) icon in the top left-hand corner and select install the required tools now ) 8) Follow the onscreen instructions. The installation box will keep you informed of the install progress 9) Once the installation is complete, a pop-up will appear confirming integration with your chosen email client, the Unified Meeting 5 desktop icon will be displayed in your system tray and you will receive confirmation that you are now signed in 10) You will be required to enter your network credentials to sync your contacts via the quick invite tool
Joining a Meeting using Computer Audio (VoIP) Computer audio enables the use of VoIP softphone instead of a traditional telephone audio connection. When starting or joining a meeting, select COMPUTER AUDIO and a check will automatically connect the appropriate speaker. Different audio sources will be available to choose from and volume can be adjusted. When the volume is set to your chosen level, click OK. Please note: Computer audio works with an in-built microphone, however when joining from a public location it is recommended that HD headsets are used to avoid background noise. A bridge prompt will be played and the system will connect your directly (no passcodes will be required). During the meeting, you can choose to disconnect your computer audio connection and establish a telephone connection by clicking the DISCONNECT COMPUTER AUDIO icon on your User Card.
Schedule and Start Meetings Schedule from Outlook Open a new appointment and click the Unified Meeting 5 icon. Details of how to join the meeting will be added to the body of the appointment. Using the Unified Meeting desktop icon The Unified Meeting 5 desktop icon will be automatically populated in your taskbar upon installation of the application. From the desktop icon, options include: Schedule meeting Start meeting Enter Conference Manager Start meeting Click start meeting to launch the Unified Meeting 5 application, or alternatively, click the link from your email calendar invite. If accessing the meeting from a device on which the meeting application is not installed, simply visit the URL listed in your welcome email and log in to your account with your login details and password.
Quick Invite Tool The Quick Invite tool allows the moderator to invite participants to join the meeting via email while the meeting is already in progress. The first time this feature is used you may be required to enter your network credentials dependent on your network security settings. The Quick Invite tool can be accessed from the drop-down menu within the main toolbar. Upon typing a name, the system will search for matches within both the Active Directory and any installed instant message clients. The selected contact can then be invited to the meeting by: Email - the system will automatically send an email invitation containing a link for your participant to use. This is sent via your installed email system Instant message - The system will send a live chat message containing a link for your participant to join the meeting. This is sent via your installed instant messenger system Please note: Your instant messenger program must be running while performing the instructions above and to send invites to your Unified Meeting 5 participants. Customise Your User Card User Cards are available to display your credentials to other meeting participants. Simply click the card to input your information, or click another participant s card to view their details. Add Your Information Name Title Email City Integrate with your Facebook and LinkedIn accounts Create a customer profile Customise Your Photo Select an avatar Upload an image or photo Take an instant photo Please note: City is automatically populated via your IP address
Meeting Security Close the meeting room door Add security to your meeting by clicking the lock meeting icon to close the meeting room door. The moderator can view all waiting participants and decide whether to allow access to the meeting on an individual basis. Desktop icon prompts will notify of incoming participants, the moderator can choose to accept or reject access by: Clicking the corresponding link within the desktop icon prompt Selecting the incoming participant from the waiting list displayed in the top left-hand corner of the interface Please note: By default the meeting room door is closed only if the web portion of the meeting is launched. Customise the waiting room Edit your personal message at any time to display information to participants waiting by clicking the information tab (i). Your message will be updated in the waiting room in real-time and can be changed as many times as required.
Participant Number Identification Upon joining a meeting, the Participant Number Identification feature checks each participant s dial-in number against the moderator s personal address book or Active Directory. If the user is not found, the moderator can right-click on the participant s audio line and rename it. This name is then shown for the current meeting and will automatically display for any future meetings. Please note: Participant Number Identification feature is only available when using the installed client. Call Control Online web and audio synchronisation Participants who are connected to the conference via web and audio can synchronise their connections on the web interface without the need for any keyboard commands. Moderators can also synchronise participants audio and web lines to easily identify speakers.
Mute/unmute participants Participants can be muted/unmuted by clicking their name on their User Card. Standard voice icon The participant (or moderator) is currently in the main voice meeting room connected by telephone VoIP voice icon The participant (or moderator) is currently in the main voice meeting room connected by their computer Active speaker Icon The participant (or moderator) is currently speaking Muted line Icon Participants cannot be heard when their lined are muted. In Group Mute mode, participants have the ability to unmute themselves Muted VoIP icon Participants cannot be heard when their lined are muted. In Mute and Group Mute mode, participants have the ability to unmute themselves Lecture mute icon Participants cannot be heard when their lines are muted and they do not have the ability to unmute themselves VoIP lecture mute icon Participants cannot be heard when their lines are muted and they do not have the ability to unmute themselves To mute/unmute all participants at once, click at the top of the interface and then select Mute/Unmute All.
Group mute all and lecture mute all Enable group mute all or lecture mute all by clicking at the top of the meeting interface. Group mute all: all participants are muted and have the ability to unmute themselves by pressing #6 on their telephone keypad Lecture mute all: all participants are muted and cannot unmute themselves Dial-out to participants From the toolbar menu, select and then dial participant(s). Enter the name and telephone number (no spaces or characters required) of the participant you wish to call and click dial. To dial more participants simultaneously, click dial more participants. Control entry and exit notifications Click alerts at the top of the meeting interface to control participant entry and exit notifications for your current meeting. Choose from tone, names, names and tones or none.
In-meeting invites You can also invite participants by using the quick invite tool. Search for contacts within your Active Directory and send an email or instant message. Breakout rooms Move your participants into breakout rooms to conduct separate meetings. 1) To create breakout rooms, click on any User Card (within the main room or participant panel) 2) Select move to and click on any room number to initiate the breakout room view Moderators have full control of all rooms (move participants between rooms, control audio, rename rooms etc.)
Share Visuals Share an application or entire desktop Share and collaborate on files and applications with your participants, directly from your desktop. 1) Click share at the top of the interface 2) Select the file to share from the left-hand menu: Files and applications: all applications currently open on your desktop and available to share will be listed. Select the file or application you want to share and click start sharing at the bottom of the interface. Entire screen: if you are using more than one monitor, select the one you wish to share and click start sharing. Screen area: select an area of the screen you wish to share and click start sharing. Presentation: browse your files and share a PowerPoint presentation. Once you have selected the presentation you wish to share, click start sharing. Pause Application Sharing Moderators and presenters can pause application sharing at any time. Once paused, anything the moderator/ presenter does on their desktop will not be seen by participants until sharing is continued. To pause a shared application 1) Click pause next to sharing at the top right corner of the screen 2) The icon will flash and sharing will change to paused. To continue sharing, click pause again and sharing will resume.
Enhanced Sharing Annotations Presenters can annotate whilst sharing any application or slideshow, helping to encourage collaboration and further discussion. Scaling and resizing Presenters and participants have the ability to collapse panels to increase the viewing area. Controls expand and collapse the left or right side of the main meeting window. Zoom Presenters and participants have the ability to zoom in on information being shared. Promoting participants to presenter status Participants can be promoted to presenter during a meeting so they can share content from their own devices. To promote a participant to presenter: 1) Right click on the name of the selected participant 2) Select promote to presenter 3) The participant will receive a notification that they have been promoted to the role of presenter. To revoke control and demote a presenter to participant, simply right-click the participant s name and select demote to participant. Participants can also demote themselves from presenter back to participant using the same method. Please note: Participants must install the United Meeting 5 application to be promoted to Presenter Pass Sharing Control Presenters can pass sharing control during application or desktop share to enable other participants to control or edit shared content. 1) Click on User Card 2) Select the menu 3) Click pass sharing control
Enhanced Meeting Features Utilise a variety of features to enhance your meeting experience. Polls Use polls to gather feedback, test participants knowledge and get quick results. Name replay Right-click on a name within the participant panel to replay their recorded name. Please note: Name Record setting must be enabled prior to the meeting within the Reservationless audio platform Reports Unified Meeting 5 stores detailed reports from your conference, including duration of the conference, the number of attendees and participant names. To access these reports, click reports within the Conference Manager. Recording* Record your meeting so it can be accessed at any time by those who were unable to attend or wish to listen again. 1) Click in the toolbar menu 2) Name the recording and select audio and/or web 3) Click record. Web recording will begin immediately and audio recording will begin after a voice prompt has played. A pop-up message will appear to let participants know that the meeting will be recorded, giving them the option to continue with the meeting or disconnect 4) Click stop to end the recording, a voice prompt will confirm that recording has ceased 5) Your archives will be available after the meeting ends; they can be accessed via the Conference Manager, under meetings *Additional costs apply.
Daisy Conferencing Portfolio With Daisy s conferencing solutions, your organisation has the potential to dramatically cut unnecessary travel expenses and enable participants in dispersed locations to work closer together. Take advantage of tasks traditionally restricted to face-to-face meetings such as presenting PowerPoint slides, sharing applications, hosting seminars and carrying out demonstrations. Whether your HR department is wanting to train remote employees or your CEO needs to hold a company-wide meeting, Daisy s conferencing solutions allow you host up to 120 users* at any time, helping avoid the need for everyone to meet in the office. Daisy Conferencing Products Daisy Audio and Web Conferencing Daisy Operator Assisted Conferencing Unified Meeting 5 To find out more about Daisy Conferencing email daisyconferencing@daisygroup.com or speak to your account manager today. * For Operator Assisted participant scalability, plese speak to your account manager.